Title
MOTION TO APPROVE THE RENEWAL PURCHASE OF THE SUPPORT AND MAINTENANCE FOR THE CITY'S CITRIX VIRTUAL DESKTOP INFRASTRUCTURE (VDI) ENVIRONMENT IN THE AMOUNT NOT TO EXCEED $79,200 PURSUANT TO SECTION 38.18(C)(7)(I) OF THE CITY'S CODE OF ORDINANCES.
Summary Explanation and Background
PROCUREMENT PROCESS TAKEN:
- Chapter 35 of the City’s Code of Ordinances is titled “PROCUREMENT PROCEDURES, PUBLIC FUNDS.”
- Section 35.18 of the City's Code of Ordinances is regarding "COMPETITIVE BIDDING OR COMPETITIVE PROPOSALS REQUIRED; EXCEPTIONS."
- Section 35.18(C) states that "Only the following situations are exempt from the competitive bid and competitive proposal requirements of this section:"
- Section 35.18(C)(7) states that “The following contractual services are not subject to the competitive procurement requirement:
- Section 35.18(C)(7)(i) states that "Software licensing and maintenance with the company from which the software was purchased, or its authorized representative.”
- Section 35.21 of the City's Code of Ordinances is regarding "AWARD OF CONTRACT."
- Section 35.21(A) is regarding "CITY COMMISSION APPROVAL."
- Section 35.21(A)(1) states, "An initial purchase of, or contract for, commodities or services, in excess of $25,000, shall require the approval of the City Commission, regardless of whether the competitive bidding or competitive proposal procedures were followed."
SUMMARY EXPLANATION AND BACKGROUND:
1. On December 14, 2016, the City Commission approved the purchase of hardware and software for the City’s Virtual Desktop Infrastructure (VDI) by Citrix as part of the modernization project for City Center that included state of the art network, server systems, data storage hardware, and voice over IP (VOIP).
2. Citrix’s Virtual Desktop Infrastructure (VDI) allows for the following:
a. Increased Simplicity for the Technology Services Department (TSD) - TSD can manage VDI from a centralized server allowing for quicker rollouts, simpler maintenance and reduced support needs when it comes to updating security, policies, software and operating systems. In addition, old and obsolete systems can be reconfigured as VDI clients since all the complex processing is done centrally.
b. Improved Employee Productivity - users have the ability to securely access VDI desktops and data from anywhere.
c. Reduced Downtime for Employees and New Deployments - with VDI, there’s no lost user time and productivity when there’s a hardware failure. With VDI, users can pull up their VDI desktop and data on another PC or personal device without the need to configure anything.
d. Improved Continuity of Operations for the Business - having VDI in place means users can pick back up and start working at home or in a corporate office in another location with full access to their VDI desktop and data.
3. The initial purchase of Citrix’s Virtual Desktop Infrastructure (VDI) included a three year support and maintenance term expiring on December 21, 2019.
4. On December 13, 2019, Commission approved the renewal of support and maintenance necessary for the City’s Virtual Desktop Infrastructure (VDI) by Citrix for twelve months covering service dates: December 22, 2019 to December 21, 2020.
5. The Technology Services Department would like to renew support and maintenance necessary for the City’s Virtual Desktop Infrastructure (VDI) by Citrix for twelve months covering service dates: December 22, 2020 to December 21, 2021.
6. The Technology Services Department has obtained a quote from Citrix in the amount of $79,200.00.
7. Request Commission to approve the renewal purchase of the support and maintenance of the City’s Virtual Desktop Infrastructure (VDI) from Citrix in the amount of $79,200.00 utilizing the exemptions in the City’s Procurement Code for maintenance of hardware and software.
Financial Impact
FINANCIAL IMPACT DETAIL:
a) Initial Cost: $79,200
b) Amount budgeted for this item is in Account No: $79,200 budgeted in account # 1-513-2002-52652 (Software < $1000 &/or licenses)
c) Source of funding for difference, if not fully budgeted: Not Applicable.
d) 5 year projection of the operational cost of the project: Not Applicable.
e) Detail of additional staff requirements: Not Applicable.